Afdb Regional Chief CGSP Officer

• Position title: Regional Chief CGSP Officer
• Grade: PL-3
• Position N°: 50065410
• Reference: ADB /13/089
• Publication date: 21/06/2013
• Closing date: 11/07/2013

Objectives

The incumbent is representing the Corporate General Services and Procurement Department (CGSP) in the EARC in support of the decentralization roadmap. The incumbent shall oversee all the CGSP departmental activities in the EARC including all the field offices (FOs): BIFO, ETFO, SDFO, SDFO (S), TZFO, RWFO, and UGFO within the Eastern African region. 

To lead and oversee the general services and corporate procurement activities at the Regional Resource Center in Nairobi (EARC) and designated Field Offices in accordance with the Delegation of Authority Matrix (DAM).  To formulate, implement and monitor policies and programs relating to the corporate procurement of goods, services, real estate and works, maintenance of the Bank’s fixed assets and equipment, facility management as well as travel, logistics, communication and hospitality services for the welfare of the Bank staff.

Duties and responsibilities

Under the dual-supervision of the Director CGSP and Director EARC, the incumbent is expected to perform the following duties:

Procurement and Contracting

• Plan, organize, coordinate and supervise the activities of CGSP in the Regional Resource Center (RRC) and seven (7) designated FOs.
• Decide and lead the process on complex procurement cases in accordance with the procurement policies and procedures and DAM. 
• Initiate, review or provide clearance on high-value procurement issues which are for the decision of the Purchasing Committee. Coordinate and lead the presentation to the Purchasing Committee, as per DAM.
• Provide expert internal procurement advice to the EARC and Field Offices under her/his purview.
• Initiate and participate in the policy review in terms of the Bank institutional procurement of goods, services, real estate, and works, and assist in preparation of application documents for this policy (guidelines, manuals, standard bidding documents, Procurement Directives, and Presidential Instructions).
• Lead the procurement process analyses and preparation of reports.  Identify the weaknesses and propose improvements required by the Bank in corporate general services, procurement and contracting as well as improvement in service quality.
• Provide leadership and technical guidance to other professional and support staff in the field of CGSP activities.
• Resolve complex procurement issues such as disputes involving large amounts, interpreting rules and guidelines for situations not provided in existing manuals, approving terms of reference for complex specifications, etc.
• Set priorities for staff concerning the corporate general services and corporate procurement of goods, services, real estate and works, from the overall CGSP and EARC’s work programs.
• Lead the assessment of corporate general services and corporate procurement process effectiveness and propose to the Director and concerned Division Managers of CGSP any review and update the directives of the procedures governing the corporate procurement of goods, services, real estate, and works from the Bank capital and administrative Budgets and propose policy changes.
• Participate or lead negotiation and preparatory work required for the approval of contracts. Lead local and international market research, procurement of high risk, complex or large amount procurements.
• Lead preparation of annual as well as long-term procurement plans from the region perspective and supervise their implementation.
• Prepare work programmes of the team, prepare budget estimates for procurement of serviced contracts required by the Bank; report on budget utilization and programme progress.
• Resolve dispute on Bank’s contracts before they are transferred to other rightful authorities as per Bank’s procurement policy.
• Lead contract assessment, satisfaction to both parties, close the gaps in the contract and ensure that it is closed-out.

Asset and Facility Management

Lead and provide strategic planning of day-to-day operations of facilities management and activities to include:

• Assurance of managed service level contracts for facilities by the Administration and Finance Assistants and or Officers.
• Supervise management and administration of contracts and agreements, such as:

1. Lease of premises; Elevators, UPS, Generators, Surrounding and Grounds Maintenance.
2. Cleaning and landscape services; Health, Fitness and Safety Equipment and Contracts.
3. Security Guarding, Security Systems and CCTV Maintenance; Utilities and Communications infrastructure.

• Supervise the management of office space, parking space, smoking and non-smoking points, assemble points, boom gates.
• Lead in assurance of inventory and asset management for EARC and designated Field Offices.
• Coordinate general administration and address audit queries and follow up on and implementation of the audit recommendations.
• Supervise the identification of unserviceable assets and disposal as per Bank’s disposal policy to the relevant Division within CGSP for necessary action to be taken.
• Lead asset inventory, studies related to real estates, and Board enquiry
• Lead on Reconciliation and goods, services and works procured and submit accurate, auditable financial year end statistics to Headquarters/TRA and any other duties required for reporting.
• Manage building management services and service level agreements EARC.
• Lead and provide the periodic report for the region on activities of the department to Directors EARC and CGSP.

Travel, Hospitality, Logistics and  Disposals

• Supervise the administrative assistant and secretaries to ensure that travel requests are processed in line with the travel policy.
• Supervise the activities of any selected travel agency to ensure that the services provided are in line with the TORs for the contract.
• Supervise the use of the official vehicles in the EARC and related FOs and have assurance that they are used in line with the Land Transport Policy and manual and also that related reports are prepared and sent out on a monthly basis.
• Lead and recommend disposal of unserviceable fixed Assets for EARC and related Field Offices.
• Lead on ensuring availability of framework contracts with negotiated rates for hotels, hospitality, and transport for staff on missions as well as for the Business Continuity Program for the BCP site and seven (7) designated Field Offices.

Cross Cutting

• Provide and support preparation of briefings and papers on CGSP issues and provide statistics periodically etc. for the Division Managers CGSP, Directors CGSP & EARC, and or Board of Directors.
• Draft a write-up for departmental annual report which is submitted to the Board, to the heads of Divisions and Department.
• Lead in answering audit queries and lead in implementation of audit recommendations with regard to departmental processes unique for EARC and designated field officers.
• Train and coach the Administration and Finance Officers / Assistants on the job pertaining to CGSP activities.

Selection Criteria

Including desirable skills, knowledge and experience

• Masters with specialization in a relevant field (Procurement and Supply Chain, Public Administration, Law, Commerce, Engineering or other related disciplines).
• Professional training in supply chain that is on procurement and/or contracting, inventory or asset management and facilities management.
• At least 7 years of relevant and progressive experience in the administration of procurement of goods, works, real estate and services, and practical knowledge of contract monitoring, asset and facilities management.
• Strong negotiating skills; knowledge of procurement techniques and practices; knowledge of purchasing systems, advanced calculation and planning knowledge, inventory or asset and facilities management.
• Dynamic, efficient communicator, effective team-work player, result-driven, customer service oriented, analytical skills, and ability to work cross-functionally and under pressure.
• Competence in the use of standard software used in the Bank (Word, Excel, Access, MS Projects and PowerPoint); knowledge of SAP desirable.
• Ability to communicate and write effectively in French or English, with a good command of the other language.

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Regional Chief CGSP Officer (149 KB)

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To apply for this position, you need to be national of one of AfDB member countries.

• Submitted by: Amir Zahir, Division Manager, CHRM.1
• Approved by: Joseph Oluwafemi Badaki, Director, CHRM

Only applicants who fully meet the Bank's requirements and are being considered for interview will be contacted. Applicants will only be considered if they submit an online application, and attach a comprehensive Curriculum Vitae (CV). The AfDB President reserves the right to appoint a candidate at a lower level. The African Development Bank is an equal opportunities employer and female candidates are strongly encouraged to apply: www.afdb.org/jobs